Privacy Policy
At ENT Surgery Ltd, we are committed to providing high-quality healthcare while ensuring your privacy is protected. This statement outlines how we handle your personal information in accordance with the Health Information Privacy Code 2020 (including Rule 3A).
Your Medical Records
To provide you with appropriate care, we maintain detailed medical records containing:
Personal details: Name, address, date of birth, NHI number.
Emergency contacts: Contact details for your next of kin.
Clinical history: Medical history, consultation notes, treatment plans, test results, and medical images.
Correspondence: Referrals and letters from other healthcare providers.
Administrative: Payment and insurance information.
Collection of Information (Rule 3A Compliance)
While we usually collect information directly from you, we may also collect health information from third parties where necessary for your care. Under Rule 3A, we notify you that:
Sources of Indirect Collection: We may receive information from Te Whatu Ora (Health NZ), specialists, diagnostic laboratories, radiologists, and pharmacists.
Purpose: This information is collected to ensure we have a complete clinical picture for your safe diagnosis and treatment.
Authorization: By engaging with our services, you authorize the collection of relevant health records from these external healthcare providers.
Handling Your Information
Your records are handled with utmost respect for privacy by our clinical and administrative staff, who are bound by strict confidentiality. We use secure digital communication methods and share records only as needed for your ongoing care or as required by law.
AI Transcription & Storage For transcription purposes, we use AI services from Heidi.com, which adhere to strong data protection policies prohibiting unauthorized use. Consultations are recorded and temporarily stored on secure Australian servers accessible only to our team before being deleted.
Third Parties & Legal Disclosure External providers assisting our operations are bound by confidentiality agreements. However, we may be required to disclose information without your consent if legally mandated (e.g., under court orders, or for infectious disease reporting).
Your Rights
You have the right to access and request corrections to your records. You also have the right to be informed about how your information is collected and used. Please speak to our Privacy Officer if you require assistance.
Authorisation
By using our services, you:
Acknowledge that we collect health information about you from both yourself and relevant third-party healthcare providers as described above.
Allow us to maintain medical records and share them appropriately with other clinicians involved in your care.
Agree to pay all fees, including any outstanding amounts if insurance claims are denied, and understand additional charges may apply for debt recovery.
ADULT - SUMMARY
How we handle your health information
At our practice, we take your privacy seriously. To provide the best possible care for you and your family, we need to collect and share certain health information.
Where we get your information
Usually, we get information directly from you during your appointments. However, to ensure we have a full picture of your health, we may also collect information from:
Specialists and Hospitals: Such as discharge summaries or consultation notes.
Laboratories and Clinics: For blood test results and medical imaging (like X-rays or MRIs).
Te Whatu Ora (Health NZ): To access shared health records or NHI details.
This "indirect collection" (required under Rule 3A of the Health Information Privacy Code) ensures all our patients receive safe, coordinated treatment based on their full medical history.
How we use it
Care Coordination: Sharing relevant details with other doctors or nurses involved in your treatment.
Safe Technology: We use secure tools, including Heidi.com for AI-assisted transcription. This data is stored securely and deleted after use.
Your Rights: You can ask to see your records or request corrections at any time.
Why this matters
By knowing your full health history—including results from other providers—we can make more accurate diagnoses and safer treatment plans.
CHILD FRIENDLY VERSION
When you come to see us for your ear surgery, we keep a "Health Diary" about you. This helps us ensure we take the best care of you. Here is how we keep your health information safe:
What’s in your Health Diary?
It’s a collection of notes about how tall you are, what medicine you might need, and pictures of your ears (like the ones from our fancy ear camera!).
We talk to your other "Team Members"
Sometimes, to be the best doctors we can be, we need to talk to other people who help you stay healthy—like the person who took your MRI pictures or your regular family doctor. This helps us ensure we don't miss any important clues!
The AI Helper
We use a smart computer helper (called Heidi) to listen to our chat and write down notes so the doctor can look at you instead of a computer screen. Once the notes are written, the computer "forgets" the recording.
Only the Pros
Only the people helping you get better (like your doctors and nurses) are allowed to look at your diary. We keep it locked up tight behind a digital "vault."
It’s YOUR Diary!
If you ever want to know what we’ve written down, you can just ask! We’re happy to show you.